"Hello, Spring!" Streamlining the Hiring Process in 5 Steps
- Dr. Nicole Forrest
- 12 minutes ago
- 7 min read
Table of Contents
It’s April. The flowers are blooming. The grass is a dazzling, verdant green. Birds are singing, and school districts are getting ready to hire. Excitement is brewing for the possibility of finding that next stellar candidate. The one who comes in confident and poised, yet humble and eager to learn. The perfect mix.
At this point in the school year, districts generally have a decent idea of which positions they need to fill. So, once those postings are closed, what is a principal to do?
A recent study reveals that replacing a single teacher can cost school districts between $11,860 to $24,930, depending on the district's size and location.
Hiring processes vary from district to district, but I’ve found that some general guidelines can help ensure the hiring process runs smoothly.
In this week’s post, I’ll first explain some of the recent research around the cost of hiring. Then, I’ll provide a five-step framework for any building administrator to follow so that the process runs smoothly. By the end of this post, you’ll be prepped and ready to enter the most joyous time of year… the hiring season!
Why We Need to Get the Hiring Process Right
From creating the posting to combing through what could be hundreds of applicants to the hours it takes to interview, the hiring process is not for the faint of heart. It can be long and grueling. And don't get me started on onboarding and retention.
Going through the hiring process is a large financial commitment for public education systems, with substantial implications for budgeting and educational outcomes, so we’ve got to get this right.
With the strapped budgets districts are facing for the next few years, cost is at the forefront of administrators' and school boards' minds. A recent study reveals that replacing a single teacher can cost school districts between $11,860 to $24,930, depending on the district's size and location. 🤑 These costs include separation, recruitment, hiring, and training-related expenses (Carver-Thomas & Darling-Hammond, 2017).
That is a huge financial burden on any district. And one major school district is facing a looming cost. Due to a recent mandate to lower class sizes, New York City plans to hire 3,700 new teachers. What’s that going to cost? Potentially $1.6 to $1.9 billion annually (Campanile, 2025).
What I’ve learned over the years is that to do hiring right, you have to start from the beginning.
In Pennsylvania, there was a mass exodus of teachers in 22-23 (right after the pandemic). This was the state’s highest turnover in a decade (Jacobs, 2025). There is also a drastic decrease in the number of individuals pursuing education.
However, the Pennsylvania State System of Higher Education [PASSHE] universities are trying to address Pennsylvania’s teacher shortage, with nearly 2,000 students projected to graduate with education degrees in 2024 (PASSHE, 2024a). While specific enrollment in education programs is not detailed, overall new student enrollment increased by 3.4% in Fall 2023, suggesting a potential upward trend in education degree interest as well (PASSHE, 2023).
I hate portraying a dim picture, but the teacher shortage is very real. To fill the onslaught of retirements and find those all-stars, perhaps we can think again and do things with a bit more intentionality.
A 5-Step Hiring Process to Find Your Next All-Star
I love everything about hiring. As an assistant principal, I would always volunteer to be on hiring committees because I enjoyed engaging with a wide array of people and being part of a team that would find our next superstar.
What I’ve learned over the years is that to do hiring right, you have to start from the beginning.
Establish your team
It’s all about the team. Who are the individuals you are going to be working with to find that all-star? Make sure you choose wisely. Choose individuals who will not be afraid to voice their opinions but will also provide candidates grace and understanding.
Think about the team from all angles. If the posting is for a guidance counselor, include someone from pupil services and also a teacher, as counselors interface with teachers frequently. Additionally, consider who to include in the various rounds. Maybe you have a core team for all the rounds but then cycle in other individuals so that various voices are heard.
Whomever you include, it is key to establish that team first.
Create your criteria
Once you have your team, you need to create your criteria. Some districts have this pre-set, while others establish criteria based on the position. It will vary from district to district, but make sure this is set early on before pouring over all those candidates.
As someone who has been on both sides of the interview process, the questions are key.
Criteria will make the process easier for you and will validate the chosen candidates. Before establishing the criteria, something else administrators can do is ask the educators who will be working with the new hire what they are seeking in a teammate. At a recent professional learning session, Jimmy Casas suggested this, and, like so many of the things he says, it is genius.
If you are hiring another social studies teacher, why not go to the department and ask them what qualities they are seeking in a teammate? This will not only provide you some solid information you can use to guide your criteria and/or questions but also give the teachers a chance to share their voice. Win-win! ✅
Create your questions
Now it comes to the questions. As someone who has been on both sides of the interview process, the questions are key. Create thoughtful questions that will not allow for canned answers. I can not stand the “Tell us about your experiences and education” questions because I can read that in their resume and cover letter.
Try to cater the questions to each new position. There is no reason to keep going back to the same questions. Times change, so our questions should as well.
When you create your questions, you can also use the feedback you collected from teachers to inform your questions.
You will generally only be able to ask anywhere from 5-10 questions, so make them count. Do I need to remind you of the cost of hiring?
Make the candidates comfortable
So you have your criteria and selected the candidates to move forward, and you have your questions that you’re ready to fire off. Now is the time to make the candidates comfortable. Even if interviews are virtual, there are still ways to make the candidates comfortable.
Smile for one and look at the screen. Maintain your focus on that person. Now, when you get to the in-person interviews, continue with the hospitality.
Given the hiring climate, especially for some positions, candidates have choices. So, they might not necessarily need your job offer as they can go somewhere else and get the same one. If you are warm and welcoming, you can help sell yourself and your school so that the individual truly does want to work with you.
Another way to make candidates feel comfortable is having some water ready and the questions taped on the table in front of them. It can be very overwhelming having a bunch of people stare at you, size you up, and pepper you with questions. 🫣
It’s very natural to forget the questions with all the adrenaline and nerves. So have the questions ready for candidates and always tape the questions down because you don’t want them walking away.
Gracious declines
After offering the position and getting all the approvals completed, try to send out those gracious declines as soon as you can. Even if you can’t offer the gracious decline immediately, provide candidates with a timeline at the end of the interview so they know that they are not moving on.
It’s never easy putting yourself out there and not getting the position, so anything we can do to ease that disappointment the better.
One Last Thought
Here’s the thing about hiring: it’s not just about filling a spot. It’s about shaping the culture of your school one person at a time. Every hire is a chance to add another thread to the fabric of your team — someone who brings new energy, new ideas, and new ways to connect with students and their peers.
Yes, the stakes are high. The cost of a single hiring decision — in time, money, and morale — is nothing to shrug off. But even with all of that, hiring is still one of the most hopeful things we get to do as school leaders. It’s a declaration that we believe in our school’s future. That we are building something great and we want the right people to help us do it.
If you are warm and welcoming, you can help sell yourself and your school so that the individual truly does want to work with you.
So, as you post those positions and prep for interviews, remember: your next all-star might be out there nervously rehearsing responses, polishing their portfolio, and wondering if they’ll find a school that sees them.
Be the school that sees them. Be the team that welcomes them. And build the kind of school where they’ll stay — not just because the benefits are good, but because they feel like they belong.
Here’s to the most joyful time of the year. Let the hiring season begin. 🌸
References
Carver-Thomas, D., & Darling-Hammond, L. (2017). Teacher turnover: Why it matters and what we can do about it. Learning Policy Institute. https://learningpolicyinstitute.org/product/the-cost-of-teacher-turnover
Campanile, C. (2025, April 9). NYC caves on state class size law, will hire 3,700 new teachers: Mayor Adams. New York Post. https://nypost.com/2025/04/09/us-news/nyc-caves-on-state-class-size-law-will-hire-3700-new-teachers-mayor-adams/
Jacobs, H. (2025, April 4). Pennsylvania officials address growing teacher shortage. FOX43. https://www.fox43.com/article/news/education/education-teacher-shortage-funding-budget-pennsylvania-2024/521-f9962299-2706-47d9-9ff2-3ad9c3d1f66a
PASSHE. (2023, October 9). PASSHE universities report second consecutive increase in new student enrollment. Pennsylvania State System of Higher Education. https://www.passhe.edu/news/releases/2023-10-09-Enrollment-Increase.html
PASSHE. (2024a, May 20). PASSHE universities graduate nearly 9,000 students this spring. Pennsylvania State System of Higher Education. https://www.passhe.edu/news/releases/2024-05-20_PASSHE-universiities-graduate-nearly-9000-students.html
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